ADMINISTRATIVE ASSISTANT III / EMERGENCY APPOINTMENTS HOMELESSNESS

County of Los Angeles; Los Angeles (CA); On-site; USD 60,000 - 85,000; Full time

Benefits offered by this job

Cafeteria Benefit Plan

13 paid Holidays

Job summary

The Department of Mental Health in County of Los Angeles is seeking qualified candidates for emergency Administrative Assistant III positions related to the homelessness crisis. Under the emergency order, hires may be made for up to 90 days with a path to permanent County employment.

You will prepare annual reports, coordinate with fiscal bureaus, and generate ad hoc reports using eCAPS and Excel, while supporting budget processes and encumbrance management.

Qualifications

• Three years' experience in a staff capacity analyzing and making recommendations for the solution of problems of organization, systems and procedures, programs, facility planning, budget or personnel, one year in a responsible staff capacity in the administrative staff organization.
• Option II: One year's experience as Administrative Assistant II or Staff Assistant II, must meet above requirements.
• Applicants must meet the above requirement(s) to be appointed to fill vacancies related to this recruitment.

Responsibilities

• Prepares annual reports and budget-related documents for submission to Auditor-Controller. Coordinates with ASB and Accounting to update encumbrances and year-end closing.
• Analyzes variances and prepares Adhoc reports using the eCAPS system and pivot tables.

Skills

Budget analysis

Reporting

Pivot tables

eCAPS database

Excel

Tools

eCAPS

Microsoft Excel

Job description

Position/Program Information
TYPE OF RECRUITMENT: OPEN COMPETITIVE- EMERGENCY
EXAM NUMBER: b0889A-EA
FILING DATES: 3/20/2026 at 9:00 a.m. (Pacific Time)
This examination will remain open until the needs of the service are met and is subject to closure without prior notice.
THIS ANNOUNCEMTN IS A RE-POST TO REOPEN THE FILING PERIOD.
The LA County Board of Supervisors recently declared a local state of emergency for homelessness, and the County is working to revise and expand our response to help all who are affected. We are looking for qualified and passionate individuals to help us in the mission of addressing issues like housing, mental health, and substance use. If you are looking for a new career that will directly benefit the population of LA County, this may be the opportunity for you.
The Department of Mental Health is seeking qualified candidates to fill emergency Administrative Assistant III vacancies related to the homelessness crisis.
Under the emergency order, applicants who meet the requirements may be hired for an initial period of up to 90 days, with an opportunity for permanent County employment.
During your initial work period, you will be assessed on your work performance. This assessment will be weighed 100%
Those who successfully pass the assessment will be considered for permanent appointment to emergency Administrative Assistant III.

ABOUT THIS POSITION

Defines, analyzes, and makes recommendations for the solution of highly complex operating, budgetary and financing, and other management problems of a County department, and participates in the implementation of their solution.

CHECK OUT OUR OUTSTANDING BENEFITS!

The County of Los Angeles offers an excellent benefits package that includes a Cafeteria Benefit Plan, Contributory Defined Benefit Retirement Plan, Deferred Compensation & Thrift Plans, and 13 paid Holidays, Click here to see a list of employee benefits.

Essential Job Functions

• Prepares the annual Mass Cancellation and Accounts Payable/Commitment Reports for submission to Auditor-Controller (A-C) by coordinating with Administrative Services Bureau (ASB) and Accounting Division. Utilizes eCAPS and Procurement knowledge to prepare the analysis of transactions. Coordinate with Financial Services Bureau (FSB) and Program Analysts to update and delete unused Departmental Object Codes and Unit Codes for prior, current year and future year purchases. Knowledge of the County Fiscal Manual and the various types of Departmental contract language to appropriately identify and establish contact-type encumbrances, consistent with the guidelines, rules and limitations. Coordinates with various Departmental personnel for the most updated agreements and to establish new fiscal year encumbrances for LE and Consultation providers. Participates in the annual budget and year-end closing process.
• Compares Legal Entity (LE) and Consultation contract encumbrance amounts to newly executed contract amendments to adjust the encumbrance amount accordingly. Use of the eCAPS Database Extract file to generate various reports using pivot tables. Reports may include encumbrances and expenditure data at various levels. Prepares Adhoc Reports for internal reporting and use.
• Compares, reconciles, resolves, and provides recommendations to variances between the electronic Countywide Accounting and Purchasing System (eCAPS) Database Extract File – Encumbrances to the eCAPS Adhoc Report. Process Unit Code, Project Code, Departmental Object Code, and Revenue Source Code requests.
• Serves as the back-up to log, distribute, track, and develop 403-1 Budget Transfer forms and encumbrance requests daily and at the various budget phases. Ensure timely approval and processing. Serves as the back-up to prepare the monthly and quarterly overtime request forms for BFRD. Serves as an inputter for encumbrance documents into eCAPS. Handles requests for information that may require budget and eCAPS knowledge. Independently research and provide results, as needed. Handles special assignments, as assigned.

REQUIREMENTS TO QUALIFY

Option I: Three years' experience in a staff capacity* analyzing and making recommendations for the solution of problems of organization, systems and procedures, programs, facility planning, budget, or personnel, one year of which must have been in a responsible staff capacity*** in the administrative staff organization of a department or a central administrative staff organization.
Option II: One year's experience as an Administrative Assistant II ****** or Staff Assistant II******,
Applicant MUST meet the above requirement(s) in order to be appointed to fill any vacancies related to this recruitment.

LICENSE

A valid California Class C Driver License or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions.

PHYSICAL CLASS

II – Light: This class includes administrative and clerical positions requiring light physical effort that may include occasional light lifting to a 10 pound limit and some bending, stooping, or squatting. Considerable ambulation may be involved.

Special Requirement Information

• Staff capacity is defined as having done work in an organization, the primary purpose is to assist and support administration in the efficient operation of its function by doing research into matters such as: utilization of personnel, allocation of funds/budgeting, workloads and workload fluctuations, legislative analysis, programs or procedures for accomplishing work objectives and developing recommendations as a result of the above research at the level of Los Angeles County's Administrative Assistant I** or higher.
• Administrative Assistant I analyzes and makes recommendations for the solution of the less complex problems of organization, program, procedures, systems, facilities planning, budget and personnel; or analyzes and makes recommendations for the solution of more difficult problems in the same areas under close supervision and guidance.

Acceptable staff capacity classes for experience MAY include, but are not limited to:

Accountant I
Accountant II
Administrative Assistant I
Administrative Assistant I, Superior Court
Appeals Hearing Specialist
Board Specialist
Employment Services Assistant I
Financial Specialist I
Human Resources Trainee
Intermediate Board Specialist
Management Assistant
Operation Assistant
Personnel Assistant
Senior Board Specialist
Senior Departmental Personnel Assistant
Staff Assistant I
Staff Assistant, PSS
Supervising Accounting Technician
Supervisor Staff Assistant (BOS)

Acceptable responsible staff capacity classes for experience MAY include, but are not limited to:

Accountant III
Accounting Systems Analyst I
Accounting Systems Analyst II
Accounting Systems Technician
Child Support Specialist III
Employment Services Assistant II
Employment Services Assistant III
Financial Specialist II
Financial Specialist III
Head Board Specialist
Management Analyst
Operation Assistant II
Principal Departmental Personnel Assistant
Principal Personnel Assistant
Program Assistant, PSS
Senior Personnel Assistant
Staff Assistant III
Staff Development Specialist
Staff Development Specialist, Welfare PSS
Supervisor Deputy I
BOS, Supervising Child Specialist

For option II

Applicant must hold or have held the payroll title of Administrative Assistant II or Staff Assistant ii in the service of the County of Los Angeles.

OUR ASSESSMENT PROCESS

During your initial work period, the appointing department will evaluate your performance. Those who achieve a passing score on this evaluation will be considered for permanent.

Equal Employment Opportunity/Non-Discrimination Statement

The County of Los Angeles is an Equal Employment Opportunity Employer and is committed to non-discrimination in the County workforce, regardless of age (40 and over); ancestry; color; ethnicity; religious creed; protected family or medical leave status; disability; marital status; medical condition; genetic information; military and veteran status; national origin; race ; sex; gender; sexual orientation; or any other characteristic protected by State or federal law. For more information, please visit: https://employee.hr.lacounty.gov/eeo-programs/

Fair Chance Employer

The County of Los Angeles is a Fair Chance employer. Except for a very limited number of positions, you will not be asked to provide information about a conviction history unless you receive a contingent offer of employment. The County will make an individualized assessment of whether your conviction history has a direct or adverse relationship with the specific duties of the job, and consider potential mitigating factors, including, but not limited to, evidence and extent of rehabilitation, recency of the offense(s), and age at the time of the offense(s). If asked to provide information about a conviction history, any convictions or court records which are exempted by a valid court order do not have to be disclosed. Qualified applicants with arrest or conviction records will be considered for employment in accordance with County Fair Chance Policies and the Fair Chance Act (Gov. Code Section 12952).

Employment Eligibility

Final appointment is contingent upon verification of U.S. citizenship or the right to work in the United States.

Contact

HR Examinations Unit: [phone]
HR Examinations Unit Email: [e-mail]
Analyst Contact Phone: Irene San, [phone]
Analyst Contact Email: [e-mail]
ADA COORDINATOR PHONE: [phone]
TELETYPE PHONE: [phone]
CALIFORNIA RELAY SERVICES PHONES: [phone]